Administrative Coordinator

Job summary

As Administration Coordinator, you will provide comprehensive administrativesupport with admissions across the different neurological departments. This is a cross-service role requiring excellent organisationalskills, strong communication, and the ability to manage competing demands.

Youwill act as a key point of contact for patients, clinicians, and external partners,ensuring that each service runs efficiently with excellent patient experience.This is an exciting opportunity to be involved to work across different neurological servicesand to ensure efficient day-to-day administration operations.

Main duties of the job

Oversee all aspects of patient travel and accommodation, including booking hotels, arranging transport, confirming itineraries, and ensuring accessibility or clinical needs are met.

Supporting services by booking non-surgical admissions and day care unit appointments.

Attending Bed Meetings and Patient Flow Meetings.

Support clinicians by managing clinic schedules, tracking referrals, updating patient pathways, and ensuring timely communication between departments.

Handle day-to-day administrative tasks such as managing shared inboxes, maintaining databases, processing documentation and letters.

Provide clear, compassionate communication with patients regarding appointments, travel arrangements, and service queries.

Maintain accurate patient and service records in line with UCLH policies, ensuring confidentiality and compliance with data protection standards.

Work closely with clinical and nursing leads as well as operational managers to support smooth coordination across admissions and day care unit.

About us

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:o University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)o National Hospital for Neurology and Neurosurgeryo Royal National ENT and Eastman Dental Hospitalso University College Hospital Grafton Way Buildingo Royal London Hospital for Integrated Medicineo University College Hospital Macmillan Cancer Centreo The Hospital for Tropical Diseaseso University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Job responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Please note, due to anticipated high volumes of applications, this vacancy may close earlier than the listed closing date. You are advised not to delay submitting your completed application

Come and be a part of the best NHS trust in England to work for, according to our staff*

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.

UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person specification

Knowledge and Qualifications

Essential

• Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
• Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.

Desirable

• NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

Essential

• Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent).
• Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.

Desirable

• Previous NHS experience, or experience of working in a healthcare setting.